Information Management Programme

Dos and Don’ts

Slide 2

EUMETSAT

MissionMonitoring weather and climate from

space

24/7 hours a day, 365 days a yearInternational organisation26 member states500 employees30+ nationalities

Darmstadt, Germany

Slide 3

agenda

Starting point

What did we doWhat was the outcomeChallengesDos & Don’ts

Some things to consider before starting …

Phase 1

Phase 2

IM Programme

Slide 4

some definitions

InformationA recorded conversation

Information Management - IMIM is the collection and management of information from one or more sources and the distribution of that information to one or more audiencesActivities: capture, create, organize, preserve, store, distribute and destroy information

Purpose IMProvide the right information to the right people at the right time

ProgrammeA set of related activities or projects with the objective to improving an organization's performance.

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which problems did we want to solve? (2)

Poor integration between intranet and Document Management

No integration between email and Document Management

Uncontrolled growth of storage space (TB)

DMS

WCMS

Email

File System

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ecm study time line

Ph 1 - Define solutionPh 2 - Develop plans

Implement

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plan vs reality

Ph 1 - Define solutionPh 2 - Develop plans

Implement …

Ph 1 - Define solutionPh 2 - Define option

Implement

Slide 8

where are we?

Ph 1 - Define solution

Ph 2 - Develop plans Implement …

Slide 9

phase 1 - what did we do?

Survey of current information and systems

Identify options to better integrate current systems

Select a solution

Conducted by external consultant

Slide 10

phase 1 - findings

Information is difficult to findInformation is not organised for search and navigation; Duplication of information

Organisational risksUnclear or non-existent policies and procedures on handling, archiving, and retaining information

Process inefficienciesCosts associated with IM are overlooked;Paper storage occupies space and requires special protection

The study’s conclusionNo need to further integrate the systems at this point in timeInstead focus on information management policies and guidelines

Slide 11

Dos and Don’ts (1)

Ph 1 - Define solution

Ph 2 - Develop plansImplement …

Dos and Don’tEngage external expertise if not available inhouseUnderstand underlying causes for resistance

ChallengesGo ahead with next phase

Slide 12

where are we?

Ph 1 - Define solution

Ph 2 - Develop plansImplement …

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phase 2 - what did we do?

Definition of Information types

Organisation wide file planCombination of organisation, product and function

Electronic Workflow Specification

Information Management Roadmap

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phase 2 – how was it done?

Project Manager Project Support

InhouseExternal

Steering Committee

IO Ref Group

“User Group”

IO Team

Core team

Slide 15

Dos and Don’ts (2)

Ph 1 - Define solution

Ph 2 - Develop plansImplement …

ChallengesInvolvement by

organisation

Dos and Don’tsDefine project organisation before startingDefine tasks and responsibilities clearly before startingEnsure line management understands the activity, effort

required and their involvementEnsure participants understand the purpose and scope of

their tasks

Slide 16

Dos and Don’ts (3)

Ph 1 - Define solution

Ph 2 - Develop plansImplement …

ChallengesWork by committeeOrganisation culture

Dos and Don’tsCross-organisational and cross-functional representationBalance large/small project team with involvement/paceWork for a climate of openness and pragmatism

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Dos and Don’ts (4)

Ph 1 - Define solution

Ph 2 - Develop plansImplement …

ChallengesCompetence/skillsDecision makingMgmt support

Dos and Don’tsEnsure participants have sufficient skillsProvide and schedule in training if neededDefine decision points and criteria before startingEnsure that decisions at lower level have management

backing

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where are we?

Ph 1 - Define solution

Ph 2 - Develop plansImplement …

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im programme - approach

Establish IM governance & support structure

Gap AnalysisAnalyse As Is situation, define To Be situation, identify gap, define activities to close gap

Build on existing knowledgeIdentify good practice, develop common policies - no green field approach

Change Management and Training throughout all activities

Slide 20

governance structure

Management Board

IM Governance Group

IMUser Group

IMExpert Group

SystemSupport

Slide 21

im programme - portfolio of activities

Information Management Policies & Documentation

Information Management Infrastructure and Integrations

Document Management Tool Implementation

Electronic Workflow Pilot for Documents

Collaboration Pilot and Roll-out

Web Content Management Tool Implementation

Enterprise Search

Mail Registration

Slide 22

im programme - schedule

Task Name

Information Management ProgrammeChange ManagementInformation Management Infrastructure and Integrations

As Is and To Be sitiation, gap analysis, identify solutionImplementation

Information Management Policies & DocumentationPoliciesProceduresMetadata, security, taxonomyPolicies, Procedures and Tool Training

Document Management Tool ImplementationMetadata, security, taxonomyArchiving and Retention

Electronic Workflow Pilot for DocumentsImplementation

Collaboration Pilot and Roll-outImplementation

Letter RegistrationStudyImplementation

Web Content Management ImplementationImplementation

Enterprise SearchImplementation

13/07 24/08 05/10 16/11 28/12 08/02 22/03 03/05 14/06 26/07 06/09 18/10 29/11 10/01 21/02 04/04 16/05 27/06 08/08 19/09 31/10 12/12 23/01 05/031 July 01 October 01 January 01 April 01 July 01 October 01 January 01 April 01 July 01 October 01 January 0

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im programme - resources and cost

IM Programme Totals 2009 2010 2011 2012 Resources (man months)

ICT 10 35 - 45 19 2 Other 2 5 8 1

Training 10 – 20 10 - 20 10 Cost (EUR)

Licences 10k–500k 0k–450k Other cost 50k 90k 50k

Totals 200 – 1140 kEUR 11 – 14 man years

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Dos and Don’ts (5)

Ph 1 - Define solution

Ph 2 - Develop plans

Implement …

ChallengesGovernance structureGovernance membersMgmt resistanceTrust/confidence

Dos and Don’tsFind a sponsor high enough up in the organisationDefine Governance and responsibilitiesDefine balance involvement/hands-offBuild trust with involved managementBuild credibility throughout the organisationEducate at all levelsAll involved need to understand IM conceptsGet buy in from the organisation

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some things to consider before you start …

Is it even worth the the effort and cost to start managing information more systematically?

Is it wise to try to convince your organisation to focus on IM?

How would you persuade your organisation?

How much would make sense to include?